PPE inventory management requires accurate records, controlled issuing, and a clear overview of how personal protective equipment is used across the company. The goal is to ensure:
- employees have the PPE they need to work safely while meeting OSHA and safety compliance requirements.
- The company can plan and optimize purchasing of protective equipment.
What does PPE inventory management include?
- Tracking PPE stock levels - monitoring on-hand quantities to prevent stockouts or excess inventory.
- Tracking issued PPE and expirations - keeping records of which employees received which PPE and when replacements are due.
- Compliance with PPE requirements - knowing which job roles require which types of PPE.
- Quality assurance - ensuring PPE meets regulatory standards and is in proper condition for use.
- PPE purchasing planning - forecasting PPE needs to inform procurement.
- Replenishment and sourcing - timely restocking of PPE.
- Maintenance and expiration monitoring - inspecting PPE for wear, damage, and expiration dates to ensure safety.
Tracking PPE stock levels effectively ensures that employees always have access to necessary protective equipment while avoiding shortages or overstocking.
1. Establish a PPE Inventory System
- Use a digital tool like Aptien’s organizer to keep a structured record of PPE stock.
- Categorize PPE by type (e.g., gloves, masks, helmets) and include details like quantity, expiration dates, and suppliers.
2. Set Stock Level Thresholds
- Define minimum and maximum stock levels for each PPE item to prevent shortages or excessive inventory.
- Enable automatic alerts when stock falls below the minimum level.
3. Track PPE Issuance & Usage
- Assign PPE to jobs / employees and track who received what, when, and in what quantity.
- Use a check-in/check-out system for reusable PPE, such as helmets or goggles.
4. Monitor Expiration & Condition
- Regularly inspect PPE for wear and tear.
- Track expiration dates for items like respirators or disposable gloves and set reminders for replacements.
5. Streamline Procurement & Restocking
- Automate reordering when PPE levels drop below the threshold.
- Maintain a list of approved suppliers and preferred pricing for cost control.
6. Centralize Storage & Distribution Records
- If PPE is stored in multiple locations, track stock levels per warehouse, department, or job site.
- Implement a request system for employees needing PPE replacements.